Administrative Assistant

Department: Real Estate

Duration: Permanent

Reports to: Practice Support Workflow Co-ordinator

Reference number: 10086

The Role

To provide support to our Practice Support Executives to deliver a high quality service focusing on process based tasks/activities and general administrative support to our fee earners and Practice Support Executives (PSEs).

The role encourages a team work approach, collaborating with every other member of the team to meet the overall needs of the business.

Responsibilities

Key Areas of Responsibility:

• Routine Organisation and Planning
  • Scheduling routine diary arrangements.
  • Booking meeting rooms and arranging video conference calls.
  • Arranging routine travel arrangements.
  • Obtaining and arranging foreign currency.
  • Set up and maintain paper and electronic filing systems.
  • Routine e mail filing with supervision from the PSE.
  • Interface with other business services teams and ownership of resolving routine business operations problems.
• Business Development and Client Relationship Management
  • Supporting internal processes to ensure CRM databases (Interaction, Credentials database) are up to date.
  • Supporting administration for events, e.g., preparing badges in collaboration with the PSEs and Business Development.
  • Assisting with billing process (using 3E as required) including completion of narratives.
  • Supporting fee earners with closing InTapp entries and assisting with narratives where required.
  • Processing expenses/invoices using Emburse.
  • Supporting matters post completion (e.g., preparing completion statements, arranging transfer of funds).
• Matter Opening Administration
  • Supporting completion of NBI forms.
  • Arranging routine conflicts and AML checks.
  • Ensuring all parties lists and contact lists are prepared and kept up to date.
• General Administration
  • Production of engrossed documents (including compiling annexures) - non chargeable.
  • Minor copying, scanning, printing tasks.
  • Physical preparation of files, bibles, bundles of documents (hard copy or electronic) including pagination and indexing - non chargeable.
  • Archiving/retrieving files.
  • Ordering business cards.

Personal Attributes

• Ability to follow process workflow maps.
• Versatile and resourceful work style.
• Composed and effective in high stress scenarios.
• Good organisation, communication and administrative skills.
• Well developed time management skills.
• Willingness and motivation to work with and support teams and practice group.

Dentons is committed to providing equal opportunities for all. We welcome applications from everyone regardless of age, ethnicity, religion, sex, sexual orientation, gender identity, nationality, neurotype, disability, or with parental or caring responsibilities.